Requisition No: 828971 

Agency: Department of Health

Working Title: ADMINISTRATIVE ASSISTANT I - 64081767

 Pay Plan: Career Service

Position Number: 64081767 

Salary: $48,765.08 (Includes a CAD of $1,268.80) 

Posting Closing Date: 05/22/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity

Specific Responsibilities:

This is an Administrative Assistant I position within the Health Access program, in the Volunteer Health Care Provider Program, Volunteer Health Services as well as Family Planning. Coordinates activities within the department and within the program community and collaborative partners. Work is performed under the supervision of the Public Health Services Manager E - SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. 

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHO) Information Security Policy, Protocols and Procedures. Confidential Information Sets: Social Security Data, Human Resources Data, Clinical Information, Administrative Information and HMS information. This position will have access to Health Management System (HMS) to record services provided by state contracts into the system and clinical information as part of family planning responsibilities. This position may view, update, or release information. 

Responsible for the collection of information, maintenance of all files and records for the Volunteer Healthcare Provider Program (VHCPP). Maintains an alphabetical filing system. Keep a log on each contract and assures all required items have been provided. Assures all contract filing are accurately done, easily retrievable and reviews records for current license credentialing. Maintains and updates the VHCPP and Volunteer Health Services database. Maintain records of VHCPP applications and contracts and mail to VHCPP agency and Scan contracts and applications into the Bureau of Volunteer Services centralized folder. 

Arranges volunteer eligibility, and Information Security trainings, site visits and meetings for staff, volunteers and the community as directed. Provide technical support on computer-related issues and basic computer functions. Provides backup clerical support for the Health Access Division, as needed. Maintains the supervisor's schedule by making appointment for meetings with staff, community agencies, state personnel and the public. Makes arrangements for meetings and conferences both interoffice and the community agencies, including but not limited to, arranging for space, equipment and contacting participants. Keeps staff informed of changes in appointments/meetings. Provides supervisor with an itinerary of meetings/appointments scheduled for the day. Attends and assist in program meetings and in-services as directed by supervisor. 

Compose memos, routine correspondence and other documents from verbal communications and/or rough draft. Prepares agendas for various meetings, takes minutes, types and distributes to the appropriate personnel. Opens, date stamps, reviews and prioritizes the Public Health Services Manager's in-coming mail. In the absence of the administrative staff, opens, date stamps and reviews in-coming mail, as needed. Ensure all documents are complete and accurate. Accurately codes and files all the Critical System Access forms and sends to the Public Health Services Manager as required. Serve as backup to Volunteer Coordinator in the Health Centers including but not limited to, providing support to Volunteer Services with processing volunteer applications, donation distribution, donation pick-ups, recording donations and volunteer services hours. 

Responsible for the coordination of the Maternity Incentive Program including screening of participants, ordering of incentives, distribution of incentives throughout all clinics per established guidelines. Create, maintain filing and database system of all applicants in the program who has or hasn't met the guidelines. 

Submits applicable family planning reports including but not limited to, Aggregate Report, Race/Ethnicity, Unknown Income and Unknown Methods. Verify and recording client services provided through contracted providers enter, register and make changes in the data base Sterilization Referrals Tracking Log. Process sterilization referrals to contracted providers. Conduct quarterly Critical System audits for the sterilization referral tracking system. Maintain Family Planning training tool and provide monitoring of completed trainings of all Family Planning staff. 

Assist in the creation of annual purchase requisitions relating to clinic services, including, but not limited to assist in the creation of annual purchase requisitions relating to clinic services, including, but not limited to, Health Access Program, Family Planning Services, Tubal Ligation, Vasectomy Services and Volunteer Services. Receive, process, record and analyze usage of annual purchase orders. Process payment and monitor invoices and encumbrances for all annual purchase orders. Submit invoices to Finance and Accounting for processing. 

Coordinates all travel arrangements for supervisor; this includes travel authorizations, travel reimbursement, hotel reservations, car rental, etc. and ensures arrangements are completed by scheduled date and time. Coordinates and maintains records regarding annual leave and sick leave, vacations, and time and attendance records of all staff under the supervision of the Public Health Services Manager E-SES. Completes other related duties as deemed necessary by supervisor such as, but not limited to, short term related projects. 

Perform other duties as assigned. 

Required Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Knowledge of office procedures and practices.
• Knowledge of the methods of data collection.
• Knowledge of the principles and techniques of effective communication.
• Ability to collect, evaluate and analyze data relating to administrative functions such as accounting, personnel,

purchasing or report writing.

• Ability to prepare correspondence and administrative reports.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to utilize problem-solving techniques.
• Ability to work independently.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Qualifications:

Licensure/reglstratlon/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): 

• N/A

Other job-related requirements for this position:

• Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.

Emergency duty required of the Incumbent includes working in special needs shelters or performing other emergency duties

Including, but not limlted to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

• Valid Driver's License.

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

800 Clematis Street

West Palm Beach, FL 33401

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.

VETERANS’ PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Certain service members may be eligible to receive waivers for postsecondary educational requirements. Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans’ Preference documentation requirements are available by clicking here. All documentation is due by the close of the vacancy announcement.